# Client file request workflow library

Source: [AskForFile client file request workflow library](https://askforfile.com/resources/client-file-request-workflows/)

License: AskForFile's original workflow text is available under [CC BY 4.0](https://creativecommons.org/licenses/by/4.0/). Attribute AskForFile and link to the source page. Referenced third-party materials retain their own terms.

These workflows are starting points. They are not legal, privacy, security, accounting, or professional advice. Adapt them to the files, contracts, laws, insurance, and professional duties that apply to your work.

## The five-step process

1. **Plan:** Each item says what file is needed, why it is needed, and when it is due.
2. **Send:** The client receives one clear message and one private upload link.
3. **Upload:** The client uploads files without seeing other folders, clients, or internal tools.
4. **Review:** Mark each item received, missing, or needing a replacement. Add a clear note when action is needed.
5. **Close:** Move accepted files to your main system. Then close or delete the temporary request.

## Agency client asset handoff

Use this for website, brand, video, campaign, and content projects that need source files and approvals before work can start.

Checklist:

- Brand guidelines
- Vector logos
- Licensed fonts and license notes
- Approved copy
- Original photos or footage
- Reference links
- Access owner
- Final approver

Request copy:

> Please upload the original project assets below. Source files are best; if an item is not available, add a note so we can agree on an alternative before production starts.

Review: do not accept a compressed preview when you asked for an editable or original file.

Close: move approved files into the project folder, record any license limits, and close the upload link after kickoff.

## Accounting period-close packet

Use this for recurring bookkeeping and tax preparation. Check your professional, contract, insurance, privacy, and legal requirements before you ask for tax or financial data.

Checklist:

- Period statements
- Sales invoices
- Purchase invoices
- Receipts
- Payroll reports
- Loan or asset changes
- Notes for uncategorized transactions

Request copy:

> Please upload the period documents listed below. Use the note on any item that is unavailable or belongs to another period so we can resolve gaps before reconciliation.

Review: record the period and whether each statement or export is complete. Do not use “all documents attached” as a status.

Close: move accepted records into the firm's accounting or document system. Then apply the firm's deletion and retention rules.

## Law firm matter intake packet

Use this to gather matter files before a lawyer reviews them. You must still complete conflict checks, engagement steps, evidence procedures, and other professional duties.

Checklist:

- Signed engagement documents when needed
- Key messages
- Relevant agreements or notices
- Timeline
- Existing filings
- Evidence list
- Urgent deadlines

Request copy:

> Please upload the documents listed below and preserve original files. Add a short note for any missing item or approaching deadline. Do not alter potential evidence.

Review: staff may confirm that a file arrived without deciding whether it is legally relevant.

Close: move accepted files into the matter system, keep chain-of-custody details when required, and close temporary access.

## Missing-file follow-up

Subject: Files still needed for [project / period / matter]

> Thanks — we received [received items]. The same private link now shows the items still needed: [missing items]. For [replacement item], please upload [specific correction]. If an item is unavailable, reply with the reason so we can decide the next step.

- Keep the same request and link when your policy allows it. The client then has one place to check what is still missing.
- Name the exact issue: wrong period, incomplete pages, compressed file, unreadable image, unsigned version, or missing source file.

## Connect the workflow to other tools

Use the upload request to collect files. Keep your project or practice system as the main record. Automate status updates first. Move files only through approved, signed-in connections.

| Event | Minimum useful metadata | Safe automation |
| --- | --- | --- |
| `request.created` | Request ID, template, owner, due or expiry date | Create a task in the project or practice system. |
| `request.opened` | Request ID and open time | Pause the reminder for unopened links. Do not treat an open as consent or completion. |
| `upload.completed` | Request ID, file count, checklist item, size, time | Tell the owner that files arrived. Do not put private links in a broad chat channel. |
| `item.reviewed` | Request ID, item ID, and review status | Update the related task or client status. Make repeated events safe. |
| `request.closed` | Request ID, reason, and close time | Close the task, then export or delete files as required. |